TML Annual Conference and Exhibition RFPQuestions and Answers

Questions about any aspect of the conference RFP or the response process should be submitted to conferencerfp@tml.org and answers will be posted online at www.tml.org. No individual answers will be provided; all answers will be posted online.

Question:

Our city is hosting the TML Annual Conference in a year prior to 2018. Would our proposal to host again be considered so soon after hosting?

Answer:

Yes, each proposal received is considered for that year. Hosting in a prior year would not exclude your city from consideration.

Question:

The largest meeting and expo space we have is 103,000 square feet. Would you consider a proposal from that hotel and exposition center?

Answer:

If your hotel and exposition center is able to fulfill the requirements listed here, please submit a bid.

Question:

The “Hotel Requirements” section of TML’s RFP states:

“Hotels will not hold TML responsible for cancellations, no-shows, or other rooms not picked up by conference attendees during the dates of the conference.”

Does this mean that hotel contracts offering performance (attrition) clauses in their contracts will not be considered in the TML bid process? Please clarify.

Answer:

While TML will carefully consider all proposals submitted, we will give preference to bids using hotel contracts that do not contain attrition clauses.

Question:

Reference: Proposals should contain acknowledgement (letter, council resolution, etc.) that the host city mayor, city council, and city executive staff are aware of the proposal, and support the proposal to host the 2018 and/or 2019 TML Annual Conference and Exhibition.

Does the proposal need to contain acknowledgements from ALL (3)?

Answer:

Yes, proposals should contain acknowledgement that the host city mayor, city council, and city executive staff are aware of and support the proposal.

Question:

Should proposals and contracts be addressed to Executive Director, Bennett Sandlin?

Answer:

No, proposals should not be addressed to Executive Director, Bennett Sandlin. Please send your proposal, to arrive no later than 5:00 p.m. on March 20, 2014 to:

The Delegate Luncheon, held in the general session room on Friday, will end by 2:00 p.m. (The Resolutions Question-and-Answer Session and TML Business Meeting will take place immediately after the luncheon in a nearby meeting room.)

Question:

What AV company does TML use to set up the general session?

Answer:

TML uses Freeman for all contracted audiovisual needs.

Question:

If our city only has second option dates available, will TML accept our bid and consider a second option proposal?

Answer:

For 2018, TML will only accept and consider proposals offering the preferred conference date of October 9-12, 2018, or the alternate date of October 2-5, 2018.

For 2019, TML will only accept and consider proposals offering the preferred date of October 8-11, 2019, or the alternate date of October 1-4, 2019.

Question:

What is TMLs desired facility rental fee range for the convention center? In the past, TML has required the host city to pay for the cost of rental fees for utilizing the convention center. While I do not see that requirement in the current RFP, I would like to know if this is still a necessity for TMLs consideration. While we understand that the lowest fee would be appreciated, it would be helpful to know if TML has become accustomed to preparing for rental fees in in the budget or if TML will consider a proposal where rental fees will be included.

Answer:

TML does not require the host city to pay the convention center facility rental fee, although some cities have covered the convention center rental fee in past years. We will consider a proposal that includes convention center rental fees as part of a competitive proposal.

Question:

Would TML be open to extending our proposal submission date to a later date so that our city may submit a complete bid package?